Table of Contents

QuickBooks WEB GL Frequently Asked Questions

Quickbooks

PcServer

WEB GL

Paychoice

Internet Explorer

List of Issues

QuickBooks WEB GL Frequently Asked Questions

Quickbooks

Q. What version of Quickbooks does the WEB GL Interface work with?

A. The interface has been tested with Quickbooks 2002, 2003,2004, 2005, and 2006. The interface does not work with Quickbooks Online.

Q. The QuickBooks .IIF file is created, but will not import into QuickBooks:

A. There can be a number of reasons that this will happen and sometimes QuickBooks even puts up a message that the file ‘Was Imported successfully’-

1. The transaction date is not within the date that QB has left the year open.

2. You are trying to import into a QB sample company. See # 1.

3. You previously, this year, used the QuickBooks Employee Payroll module and are now trying to import payroll check transaction or items posted to the generic payroll accounts. (Don’t use the accounts ‘Payroll Liabilities’ and ‘Payroll Expenses’)

4. You have used a cash net pay checks, offset account on the General Journal transaction for net pay, that is the same description of the real cash account.

5. It’s dated in a future year.

Q. Why can’t I map to the generic QuickBooks accounts ‘Accounts Payable’ and ‘Accounts Receivable’?

A. These accounts have specific rules in QuickBooks when importing transactions and may cause problems. A/R would probably never be referenced in payroll GL transactions, but if a payable account needs to be mapped, use ‘Fees Payable, Taxes Payable, etc.

Q.When I import my Chart of Accounts file, I get a runtime error.

A.The reason why this happens is because the Chart of Accounts file is named incorrectly. The Chart of Accounts file must include the client code. For example, name the Chart of Accounts file XXXXCOA.iif where XXXX is the client code.

Q. What if the date on the pay run is incorrect?

A.

  1. Verify that the correct pay run was imported.
  2. To change date, go to Journal Entry and correct date.
  3. Or, Go to Check register and correct date on each Check

Q. What If the Incorrect Pay run was imported?

A.

  1. Go to Journal entry and select Edit Under Drop Down List. Select void from menu. This will void and zero out this Journal Entry.
  2. Go the Check Register. Highlight check by clicking once on it and select Edit and Void Check. You will have to void each Net paycheck individually. There is no batch Void.

Q. What if the Transaction is posted to Incorrect General Ledger Account?

A.

  1. If the error is in the Journal Entry import and it only involves a few accounts, then you could make a correction to the journal entry and re map your accounts after you have corrected QuickBooks.
  2. If the error involves all of the accounts, then you should void the whole entry, re map and re post the entry.

Quick Tips on QuickBooks

  • Ctrl 1 – Shows Version and Release of QuickBooks. Could be important if import isn’t working
  • Ctrl F- Find Transaction
  • Ctrl Q - Quick report on any transaction
  • Alt V - Void any Transaction
  • Ctrl E – Edit any Transaction
  • Ctrl N - To add new account
  • Ctrl Y – Displays Transaction Journal
  • +/- - To change date up or down

Q. What if the Payroll Clearing Account is not zero?

A.

  1. Verify that Net Pay checks have been imported into QuickBooks.
  2. Verify that all Net Pay checks have been imported.
  3. Verify that Net Pay Checks are mapped to Payroll Clearing in Online Payroll Service.
  4. Verify that Current Date of Net Pay Checks has been imported.

Employee Names Are Missing in Quickbooks Check Register – When importing a combo entry into Quickbooks, the employee names are missing in the Check Register. This will happen if the user has the Payroll Module turned on in Quickbooks. The Payroll Module in Quickbooks MUST be turned off when using the WEB GL module. In addition to the Payroll Module being turned off, the employee names in the Vendor List in Quickbooks must be changed so that they are not exactly like the ones coming over from WEB GL.

PcServer

Q. I created an enrollment file and it will not go out to the web.

1)Make sure you are on version 5803 or higher in Paychoice.

2)Check if the General Ledger file was sent from PcServer by selecting Today or History. If the file was sent, it will appear in the sent Folder. If the General Ledger file appears in the Out Folder, it was not sent from your office. The file name will be 1234XXXX.#gl where 1234 is the service bureau id and XXXX is the client code. If the company was not sent from PcServer, check this:

  • Make sure the company is set up correctly in PcServer. The client number should appear on the client tab of the Configuration screen and there should be a check mark in the QB column.
  • Make sure you are version 2.51 or higher in PcServer.
  • In PcServer, test your connection to our FTP server. If you are not able to connect to our server, General Ledger files will not be sent to the web. To test the connection, open PcServer, go to Configuration and select the FTP. Select the site called Remote and select the test button. It should say connected successfully.

WEB GL

Q. When I import the chart of accounts file, I get this message:

A. The reason why this message comes up is because WEBGL does not see the inactive account in QuickBooks. First, verify that the account is set up. Second, if the company code contains letters, the company code must be in capital letters in QuickBooks. For example, if your company code is QBGL and your service bureau id is 1234, the inactive account should be 1234QBGL, not 1234qbgl.

You Must Create an Inactive Company Account
In order for the Web GL system to verify that it is communicating with the proper company files in Quickbooks,
it is necessary one time only, to go into the QB Chart of Accounts and enter the following new account:
-Open your Quickbooks software
-OPEN THE SAME COMPANY DATA FILES AS THE COMPANY CODE and NAME AS DISPLAYED ABOVE
-Select the 'Company' Menu and then 'Chart of Accounts' Menu
-Create a new account by right clicking in the COA and selecting 'New'
-Check the 'Account is Inactive' checkbox.
-Select the 'Other Expense' Type.
-In the Name field, enter your 4 character Service Bureau ID followed by your 4 character Company Code
For example:Name: 1234ABCD
Where 1234 = Your Data Center ID (4)*
Where ABCD = Your Company Code/Number (4)
-Click 'OK' to save the new account
* If you have not been given this code, contact the customer service department at your payroll processor.

If the payroll information exported from Quickbooks is not allocated by labor or dept:

1)Check the set up on WEG GL Allocation Tab. Also, Classes can be turned on or off on the Accounting Screen.

2)The departments and labor numbers must be mapped to General Ledger numbers or classes in Quickbooks. If the mapping is not complete, the allocation will not be complete.

Why are there two entries for each tax in the drill down totals of the Pay Run?

This is because the client is set up incorrectly for impounding in Paychoice. In Paychoice, the client is set up for In House Tax, but a client bank account is being used on the Company Services Screen instead of a Service Bureau account.

I cannot create the General Journal .IIF file during the ‘Export’ function.

1. The file is out-of-balance.

2. All pay categories have not been mapped to a valid QB G/L account.

  1. QuickBooks is not open on the desktop to the proper company.

You have not setup an inactive expense account in QuickBooks chart of accounts with the account description set to ‘ ####ABCD’ . (Where #### equals you payroll data centers service bureau id and where ‘ABCD’ equals your payroll company code.

Journal is not in Balance – When saving a pay run, a journal could not be in balance for the reasons below:

**NOTE** To find out how much the journal is out of balance, after the payroll is saved, click on the Report Button. The difference between the debits and the credits is the out of balance amount.

1)A memo deduction code (such as a 401k Match, deduction 34) cannot be set up as an ach deduction. To make the journal balance, you must correct the setup in Paychoice. Set up the memo deduction code with a Payment Check. Enter a D instead of a P in the Payment Check Field.

2)Net Pay is 0 - If a savings account deduction is set up so that 100% of the net goes into the savings account deduction, this will throw the journal out of balance on the web. This is because if the savings account deduction is 100 % of net pay, then the net is 0. The set up in Paychoice must be changed so that the direct deposit deduction is not used. NP along with the account information must be entered on the EE F6 ACH Screen.

3)If the mid quarter liability is not completed, the file will be out of balance. After the mid quarter liability is completed, the payroll must be reprocess and the #gl file must sent to the web.

4)If a pay run is out of balance by the amount of the taxes, check the tax setup in Paychoice. Most likely, taxes and the ach is set up incorrectly. Check the EFTPS screen, the ACH Options screen, and the Company Services Screen in Paychoice.

5)If an employee has negative earnings, the journal entry for the pay run will be out of balance by the amount of the negative earnings. This is because we are sending up the negative earnings for the employee, but not sending up a net pay because the net pay is The debits will be less than the credits by the amount of the negative earnings. To prevent this from happening in the future, you must run the preprocess before the pay run is processed and make sure no employees with negative earnings get sent to the web.

6) If an employee has a negative savings deduction (deduction codes 21,22,23,24), this will make the journal out of balance by the amount of the negative savings deduction. In order to fix this, the XXXXYYYY. #gl file in \paychoic\webg\ must be unzipped and the debits must be increased by the negative savings deduction. This must be done by PAI. We are working on a fix for this.

The Vendor Payment Impounds are not showing up in the pay run in WEB GL.

This is because the vendor payments are not set up correctly in Paychoice. Check the Company Services screen, the ACH Options Screen, and second screen of deduction option.

The Employer Not in Net Deductions Are Not Showing Up on the WEB

  • Not In Net Deductions must be manually added to the WEB GL Matchup table unless they are attached to a Payment Check. If the not in net deduction is not manually added to the WEB GL Match Up Table, it will not appear on the web.
  • If the WEB GL Options Screen is set to a D or L(for Department/Labor Allocation) and the Company Services Screen is set up an N, the Employer Not In Net Deduction will not show up in the Pay Run on the web.

The Mapping on the WEB GL Master Map Screen has been erased. This can happen for two reasons:

  • The Master Enrollment File has been disabled and a new enrollment file was sent up.
  • A new Chart of Accounts file has been uploaded from Quickbooks.

I tried to export the payroll to Quickbooks and the Export button is grayed out.

This could happen if all accounts (including bank accounts) are not mapped.

Paychoice

What happens if I add a new Earnings, Tax, or Deduction Code in Paychoice?

A new enrollment file must be sent up to the web. If a new enrollment file is not sent up, the code will exist on the Pay Run Screen, but not in the Master Mapping Screen. If this is the case, the new code will reflect the default mapping (Gray Area) from the Master Mapping Screen for that section.

Deleting Code on WEB GL Match Up Screen – Even the code is deleted on the WEB GL Options Screen, the code still appears when a new Enrollment File is created. The deleted codes will appear on the Master Mapping Screen when the new enrollment file is sent to the web. This is because in net earnings, taxes, and deductions, cannot be deleted and must be sent up to the web in the enrollment file.

When a Net Pay Bank Account is Changed in Paychoice –

1)Both account Numbers, the old and the new will appear on the Banking Screen. Click on the link called Net Pay Payroll Checks. There will be two accounts numbers, the old and the new. Map the correct bank name to the appropriate account numbers. Click on the Save Button.

2)On the main banking screen, to the right of the field called Net Pay Payroll Checks, select the correct GL Account from the drop down list of GL accounts. Click on the Save Button.

If I add a new Department or Labor Number in Paychoice, do I have to send a new enrollment file?

The answer is no. The new department or labor number will be in the pay run. Your client will have to add the department or labor number to the list on the Labor Allocation Tab and the department will have to be mapped on the Master Map Screen.

Internet Explorer

When running WEB GL using XP Service Pack II, you must make these changes in Tools, Internet Options, Security:

1) Enable Prompting for Downloads. If this is not done, the user will not see the box asking where to save the Quickbooks file to after the Create File button is selected.

2) Enable File Downloads.

3) Disable POP Add Blocker.

When clicking on a link in WEB GL and nothing happens, the Internet Security may need to be changed.

1)Make sure all pop up add blockers are disabled.

2)Make sure the user is running Internet Explorer 5 or above.

3)Unintall any tool bars that have pop add blockers built into them.

If the reports do not print to the screen, Internet Security may need to be changed.

Active X must be enabled.

List of Issues

2/10/05 Chart of Accounts Error - There was an error when uploading the Chart of Accounts. This issue has been fixed.

02/10/05 Departments and Labors not sent to the Web – To stop this from happening, first send up the enrollment file. This has been fixed.

02/10/05 Section of Master Mapping Screen Not Showing Up – To make this section show up, go into Paychoice on the WEB GL Match Up Table and press F8 to clear the table. Send up a new enrollment file. Please be aware that if you disable the enrollment file on the web site, the mapping will have to be done again. If sending up a new enrollment file does not work, please contact PAI. We are working on a fix for this.

02/17/05 – On the Mapping Screen, when saving the mapping to a new labor or dept #, it says “Page Cannot be Displayed”. This has been fixed.

02/24/05 Deductions not Appearing – In Paychoice, on the WEB GL Match Up table, if all items are broken out as individual deductions, some are not appearing. This is a display problem. The deductions are on the web, but the cannot be seen. The deductions that are not appearing are being included in the GRAY area of the mapping screen. Make sure the GRAY areas of the screen are mapped. This has been fixed on 3/4/2005.

03/01/05 Short Names of Deductions, Earnings, and Taxes not Changing – In Paychoice, when you change the short name of a deduction, tax, or earning, name change does not get changed on the web. This has been fixed.

03/01/02 Mapping Being Erased – In Web GL, if you upload a chart of accounts that is not the same as what is already on the web, the mapping is being erased. This problem is even you are uploading the same COA file, the mapping was still getting erased. We have fixed this on 03/04/2005.

03/02/05 Checks not Appearing in the Checks to IIF or the Combo File – This can if the employees are on ach. Vouchers do not appear in the Combo file or Checks to IIF export. On 03/04/2005 we fixed an issue where the checks file was empty.

03/04/05 Payrun is Mapped, but Journal in not Balanced When Posting a Payrun – This could happen if all items on the Bank and Master Mapping Screen are not mapped. If all items are mapped, then you will have to apply the Paychoice Update put on our Support Web Site on March 4, 2005.

03/07/05 Error while importing the Chart of Accounts - If a Chart of Accounts is imported with a carriage return at the end of the file, there will an error that says Subscript out of Range. If the COA file is opened in Notepad and you press Ctrl + End, the cursor will not go to the end of the file. It will go to the end of the blank carriage return. This has been fixed.

03/11/05 Offset Account – The net pay is supposed to credit the offset account, but instead it is crediting the cash account when the 2nd option( I post net pay accounts via iif Download) is selected on the Bank Accounts screen. This has been fixed.